Administrative Assistant, Enrollment

Job no: 499100
Work type: Staff Full-Time
Location: Denver, CO
Categories: Admin / Executive / Office Support, Enrollment, Customer Service
Division: Enrollment

The Administrative Assistant reports to the vice chancellor for enrollment. This position is responsible for overseeing, administering, and managing the day-to-day administrative and business operations of the Enrollment Division.

• Assist the vice chancellor with calendar management, and assistance with scheduling larger group meetings.
• Help schedule events by reserving spaces, preparing materials, coordinating other executive schedules, and ordering catering and AV.
• Provide new employee onboarding support, as needed
• Expense and Timecard Approval
• Manage expense reports for the vice chancellor
• Approve monthly timecards for vice chancellor’s direct reports
• Recurring Transaction and Supply Administrator
• Oversee recurring transactions for water delivery and shredding services, ensure the division is billed correctly; coordinate these services.
• Order supplies
• Order business cards and name tags as needed

• Coordinate with Enrollment Budget office to process various partner reimbursements for case study travel or sponsored events
• Coordinate with Enrollment Budget office to create invoices and process checks received for annual counselor events
• Request student application fee refunds from Common App when needed
• Submit vendor invoices to Enrollment Budget office for payment

• Request new vendor set-ups from the Enrollment Budget office when needed for new vendor relationships
• Submit and manage vendor and partnership contracts to the Enrollment Budget team
• Maintain Contract Tracker and PO Master and Aging spreadsheets to maintain complete records

• Manages office functions and act as key liaison with Facilities Management; ensure offices are complete with supplies and in working order; liaise with each department to maintain effective and efficient operations
• Technology and Hardware Assistance
• Purchase computer peripherals as needed
• Follow and complete acquisition and recycle computer processes with the Enrollment Budget Office

• Coordinate the administration of employee hire/termination with the Enrollment Budget team
• Update the division’s organizational charts, as needed
• Provide administrative support to the vice chancellor for search committees

• Identify, recognize, and resolve problems that have established precedents
• Compile, organize, and analyze financial information and other data
• Recognize, define, and resolve unique problems using operating procedures and established precedents.
• Other duties, as assigned

The ideal candidate will possess:

• An ability to communicate effectively with excellent written, verbal and speaking skills to connect with all audiences.
• Experience with Microsoft Office applications including Outlook, Teams, One Note, Word and Excel
• Willingness to learn new systems and applications, as required
• Mathematical skillset; deductive reasoning and data analysis
• Keen attention to detail
• Strong analytical and problem-solving abilities
• Empathy and understanding: the ability to put yourself in your customers’ shoes and actively listen to their needs
• Patience and professionalism: the ability to maintain a calm and positive demeanor
• Ability to work with university community members and respond to their needs
• Ability to review, examine, and prepare documents or reports
• Identify, recognize, and resolve problems that have established precedents
• Review information for completeness and accuracy using existing guidelines
• Exceptionally…